Since 1967, the Freedom of Information Act (FOIA) has provided the public the right to request access to records from any federal agency. It is often described as the law that keeps citizens in the know about their government. Federal agencies are required to disclose any information requested under the FOIA unless it falls under one of nine exemptions which protect interests such as personal privacy, national security, and law enforcement.
The FOIA also requires agencies to proactively post online certain categories of information, including frequently requested records. As Congress, the President, and the Supreme Court have all recognized, the FOIA is a vital part of our democracy.
The FOIA provides that when processing requests, agencies should withhold information only if they reasonably foresee that disclosure would harm an interest protected by an exemption, or if disclosure is prohibited by law. Agencies should also consider whether partial disclosure of information is possible whenever they determine that full disclosure is not possible and they should take reasonable steps to segregate and release nonexempt information. The Office of Information Policy at the Department of Justice is responsible for issuing government-wide guidance on the FOIA as part of its responsibilities to encourage all agencies to fully comply with both the letter and the spirit of the FOIA.
If you are located in California, the CPRA (California Public Records Act) is for California.
Here is a template:
[Your Name]
[Your Mailing Address]
[City, State ZIP]
[Your Email Address]
[Your Phone Number]
[Date]
Public Records Act Coordinator
[Name of Agency]
[Agency Address]
[City, State ZIP]
Re: California Public Records Act Request
To Whom It May Concern:
Pursuant to the California Public Records Act, Government Code sections 7920.000–7931.000, I respectfully request to [inspect and/or obtain copies of] the following records in the possession, custody, or control of your agency:
- [Describe the records as specifically as possible: titles, dates or date ranges, subject matter, departments involved, names of senders/recipients, case numbers, etc.]
These records concern matters of significant public interest. The public has a fundamental right to know how government agencies operate, how public officials and employees carry out their duties, and whether they are honoring the oaths of office they have taken to uphold the Constitution and laws. Disclosure of these records will promote transparency, foster public trust, and support accountability for the performance of official duties.
If any of these records are maintained in electronic form, I request that you provide them in their native electronic format or in another reasonably searchable electronic format.
If my request is unclear or you believe it could be narrowed to make your search easier, please contact me so I can clarify or refine it. I am willing to work with you to focus the request while preserving my access rights.
Please notify me in advance if the cost of copying or electronic production will exceed $[insert amount you are willing to pay], and let me know the total estimated cost before you proceed.
As required by the CPRA, I request a determination as to whether you will comply with this request within 10 days of your receipt of it, and that you promptly make the records available thereafter.
Thank you for your attention to this request and for your service in maintaining transparency and accountability in government.
Sincerely,
[Your Signature, if sending by mail]
[Your Printed Name]